Administer Vendor Contracts

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State of ConnecticutCore-CT Project Administer
Vendor Contracts 8 hrs
Updated 02/24/2003
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Getting Started
Welcome

• Welcome to the Administering Vendor Contracts
  course!
• Instructor introduction
• Participant introduction
• Lay of the land
• Ground rules
• To participate in this course, you should have
  already completed the following training
• PeopleSoft Navigation Tutorial
• (Purchasing) Overview course

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Course Agenda
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Objectives
Welcome

• In this training, you will learn to
• Apply the new contracting processes that you
  learned about in the Overview course. We will
  specifically focus on the following processes
• Entering A Vendor Contract
• Entering Other Contract Information
• Maintaining Contract Releases
• Approving A Vendor Contract
• Entering A Master Contract
• Use Core-CT as a tool in supporting the processes
• Utilize PeopleSoft functionality to maximize your
  efficiency

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Training Tools
Welcome

• In this training session, we will use tools
  created specifically for this course.
• Presentation
• We will use a PowerPoint presentation to guide us
  through our discussion of processes and key
  points related to using Core-CT to support those
  processes
• Exercises
• We have developed exercises that will enable you
  to practice the skills you will learn in each
  module
• Training Database
• The functionality in our database mirrors the
  Core-CT production environment closely, though
  some changes will likely be made prior to go-live
• Significant changes made after training will be
  communicated to you
• Data has been loaded into the system to help you
  learn how to use the system, not to reflect a
  specific agencys transactions
• You can make mistakes and experiment without
  consequence

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Training Tools
Welcome

• We will also use a web-based help system during
  the class. This tool will be available to you
  after go-live.
• Web Learning Assistant (WLA)
• Web-based tool that provides help for specific
  processes (e.g. Hire an Employee)
• Contains procedures, job aids, glossary
• The WLA is your primary reference tool (now and
  once Core-CT goes live)
• The WLA will evolve with Core-CT. As
  functionality changes, so will the content in the
  WLA.

Lets walk-through the tool together now.
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Training Tools
Welcome

• Job Aids are available to reinforce the
  information introduced in this course. Job Aids
  summarize key information and outline critical
  processes in Core-CT.
• General Job Aids
• Module Specific Job Aids
• Reporting Job Aids

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Course Agenda
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Overview
Enter A Vendor Contract

• This section of the course will introduce the
  business process through which your agency will
  enter vendor contracts. This section will
  demonstrate how to create a vendor contract,
  including PSAs, MOUs, POSs, Real Estate Leases
  and Other Contracts. Specifically, we will
• Enter a Fixed Item Contract
• Define the Contract Header
• Define PO Business Unit Defaults
• Define Contract Lines
• Establish Contract Line Pricing

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Process Flow
Enter A Vendor Contract
Define Contract Header
Define PO Business Unit Defaults
Define Contract Lines
Establish Contract Line Pricing
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Key Points
Enter A Vendor Contract

• A contract may either be created directly online,
  or as a result of an RFQ award. Contracts may
  also be copied from an existing Core-CT contract.
• Specified users within your agency will have the
  authority to create contracts.
• The information you enter for the contract header
  applies to the entire contract. For fixed items
  for the contract, you need to add line and
  pricing information.
• Most contracts will be established as order
  contracts.
• Contracts created from an RFQ may be updated and
  adjusted using these same pages.

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Walk-through and Exercise
Enter A Vendor Contract

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Enter a Vendor Contract Exercise 1
• WLA path
• PeopleSoft Purchasing, Administering Voucher
  Contracts, Data Entry Procedures, Enter Fixed
  Item Vendor Contracts
• On your own, complete exercise 2 in your Exercise
  packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Course Agenda
Course Agenda
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Overview
Enter Other Contract Information

• This section of the course will also introduce
  the business process through which your agency
  will enter other contract information.
  Specifically, we will
• Define Milestones
• Establish Contract Comments
• Maintain Contract Activities
• Maintain Contract Retainage

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Process Flow
Enter Other Contract Information
Define Milestones
Establish Contract Comments
Maintain Contract Activities
Maintain Contract Retainage
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Key Points
Enter Other Contract Information

• Defining Milestones is optional.
• A contract line can be divided into multiple
  schedules and payments to be made based on the
  vendors ability to meet specified criteria.
• Adding comments are optional.
• Comments are used to record additional
  information about the entire contract. They may
  be made at the header level or line level.
• Contract activities are also optional.
• However, when a supplement is required to a
  contract, that supplement is entered as a
  contract activity.
• The contract retainage procedure is used to
  define retention payments for all the lines on
  the contract. (optional)
• You can set up rules that force Core-CT to retain
  a portion of a payment until a certain condition
  is met.

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Walk-through and Exercise
Enter Other Contract Information

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Enter Other Contract Information Exercises 3 -
  6
• WLA path
• PeopleSoft Purchasing, Administering Voucher
  Contracts, Data Entry Procedures, Defining
  Milestones, Enter Contract Status Comments, Enter
  Contract Activities, Enter Contract Retainage
• On your own, complete exercise 4 in your Exercise
  packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Course Agenda
Course Agenda
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Overview
Maintain Contract Releases

• This section of the course will introduce the
  business process through which your agency will
  maintain contract releases.
• Specifically, we will
• Maintain the contract release page
• Define contract release defaults and release
  schedule information
• Identify Interval and Detail counters for
  contract releases
• Select different contract lines

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Process Flow
Maintain Contract Releases
Identify Interval and Detail Counters
Define Contract Release Defaults and Release
Schedule Information
Select Contract Lines
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Key Points
Maintain Contract Releases

• The contract release functionality allows the
  user to define the release schedule of purchase
  orders for the contract line items.
• You can select an interval for a contract release
  schedule. Applicable intervals are annually,
  daily, monthly or weekly. You can also maintain
  and update the release before it is moved to the
  PO staging area.
• Select which contract lines, milestones, and
  units of measure will be copied to the purchase
  order when the contract is released.

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Walk-through and Exercise
Maintain Contract Releases

• Lets log-in to Core-CT.
• First, we will walk-through the Maintain Contract
  Release process together
• Exercise 7 Defining Contract Release Schedules
• WLA path
• PeopleSoft Purchasing, Administering Voucher
  Contracts, Data Entry Procedures, Define Contract
  Release Schedules
• On your own, complete exercise 6 in your Exercise
  packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Course Agenda
Course Agenda
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Overview
Approve a Vendor Contract
Overview

• This section of the course will introduce the
  process through which your agency will approve a
  vendor contract. A contract approver will review
  and approve contracts. Once a contract has been
  approved, it will be available for use.
• Specifically, we will
• Update the Contract Status
• Stage a Contract Release
• Define PO Contract Release Parameters

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Process Flow
Approve A Vendor Contract
Contract Approval
Update Contract Status
Stage Contract Releases
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Key Points
Approve a Vendor Contract

• Contracts are required to go through an approval
  process by an authorized individual. 
• Contracts will not have a status of Approved when
  created.
• A contract must have an Approved status before it
  can be staged.
• Once the contract releases have been staged, they
  must go through the sourcing process in order to
  create a PO.

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Walk-through and Exercise
Approve A Vendor Contract

• Lets log-in to Core-CT.
• First, we will walk-through the Approving a
  Vendor Contract process together
• Exercise 8 Approve A Vendor Contract
• WLA path
• PeopleSoft Purchasing, Administering Voucher
  Contracts, Data Entry Procedures, Approving
  Vendor Contracts
• On your own, complete exercises 8 in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Course Agenda
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Overview
Enter A Master Contract

• This section of the course will introduce the
  process through which your agency will create a
  master contract. A master contract is created for
  a single vendor that may have multiple related
  contracts.
• Specifically, we will
• Create a master contract
• Use the Vendor Search option

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Process Flow
Enter A Master Contract
Enter A Master Contract
Use Vendor Search Options
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Key Points
Enter A Master Contract
Key Points

• The user may group similar contracts by
  identifying them with a specific master contract.
• The master contract is defined with a specific
  vendor name.
• The vendor will be the default vendor for all
  contracts associated with the master contract.
• The user may use the vendor search page to select
  the appropriate vendor for the contract.

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Walk-through and Exercise
Enter A Master Contract
Walk-through and Exercise

• Lets log-in to Core-CT.
• First, we will walk-through the Enter A Master
  Contract process together
• Exercise 9 Enter A Master Contract
• WLA path
• PeopleSoft Purchasing, Administering Voucher
  Contracts, Data Entry Procedures, Enter Master
  Contracts
• On your own, complete exercise 10 in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Course Agenda
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Conclusion

• Wrapping Up the Administer Vendor Contracts
  Course
• Summary of Completed Course Objectives
• Entering A Vendor Contract
• Entering Other Contract Information
• Maintain Contract Releases
• Approve A Vendor Contract
• Enter A Master Contract
• Final Questions

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Sandbox Goals/Action Plan/Adjourn

• After this class, users can
• Use the Sandbox environment as a database that
  has been set up to utilize for practice on
  Core-CT to keep reinforcing what you have learned
  today. The Link for the Sandbox is
• http//www.core-ct.state.ct.us/user/practice/Defau
  lt.htm
• Use all of the exercises completed here in class
  as job aids in the Sandbox environment when you
  return to your agencies.
• Fill out the Action Plan sheet so the
  participants can plan when they will be utilizing
  the Sandbox and can make the commitment to do so.
• Complete the course evaluation form.
• Wrap up and adjourn the class.